Arts & athletics program coordinator

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Description

The Arts & Athletics Program Coordinator for the School of the Arts serves as the central operational and administrative hub for the School of the Arts’ athletic performance ensembles—marching band, pep band, and dance team. Functioning as the primary liaison between the School of the Arts and the Department of Athletics, the Coordinator translates program needs into executed operations: travel logistics, game-day coordination, purchasing and expense tracking, scheduling execution, and recruiting and marketing support. Working in close partnership with the Director of Bands and Dance Team Coach, the Coordinator handles administrative responsibilities in line with spirit groups support.

Job Duties

Travel & Logistics

• Coordinate and book travel arrangements for away athletic events, including charter buses, hotel accommodations, and ground transportation.
• Coordinate the transportation and management of large travel and field equipment (e.g., trucks, trailers, marching tower) in addition to personnel travel.
• Manage travel documentation, including permissions, insurance requirements, and compliance with university travel protocols.
• Develop and maintain travel timelines and communicate logistics to all relevant stakeholders.
• Serve as the primary contact for travel-related questions from coaches and student performers.
• Possible travel and attendance at select events to support on-site coordination.

Game-Day Coordination & Athletics Liaison

• Serve as liaison between School of the Arts programs and the Athletics marketing and communications team.
• Coordinate game-day logistics and performance schedules for marching band, pep band, and dance team.
• Attend meetings on behalf of the Director of Bands and Dance Team Coach as needed to represent program needs and gather directives.
• Translate Athletics department requests and requirements back to program coaches and student performers.
• Support the development and execution of game-day experiences.

Program Support & Communications

• Manage scheduling, communications, and logistical coordination across the athletic performance ensemble areas (bands and dance team).
• Execute scheduling and calendaring decisions—reserving spaces, confirming facilities, and arranging logistics—for items initiated by program directors and communicated through the School’s calendaring meeting.
• Execute purchases related to athletic performance ensembles (e.g., uniforms, poms, SoCon gear) and track associated expenses.
• Coordinate uniform cleaning and gear readiness for performances and events.
• Maintain records and documentation related to program operations and events.

Recruiting & Marketing Support

• Assist in coordinating recruiting clinics, camps, and pre-audition events for athletic support groups (athletic bands and dance team).
• Represent the spirit groups at on-campus recruiting events (e.g., a spirit-group table at Bulldog Days).
• Support marching arts exhibitions and special performances.
• Work with coaches to manage logistics for recruiting-related events and clinics.

Qualifications

• Bachelor’s degree from an accredited institution; background in marching band or dance preferred.
• Demonstrated experience in event and logistics coordination, including travel planning and vendor coordination.
• Strong organizational skills and proven ability to manage multiple programs and stakeholders simultaneously.
• Experience tracking expenses and executing purchases within established budget parameters.
• Excellent written and verbal communication skills.
• Proficiency with standard office, scheduling, and communication software.
• Ability to work flexible hours, including some evenings and weekends, around performance and event schedules.
• Ability to work continuously throughout the day, remaining in a seated position for extended periods of time.
• Ability to lift 15 pounds.

Preferred Qualifications

• Familiarity with collegiate athletics operations and a game-day environment.
• Background in marching band or dance preferred.
• Experience supporting performing arts ensembles or spirit programs.